RFP/RFQ
The Regional Transportation Authority occasionally seeks requests for proposals or requests for qualifications.
Request for Proposals – Sun Shuttle Fixed-Route and Sun Shuttle Dial-a-Ride Public Transportation – January 7, 2025
The Regional Transportation Authority of Pima County (RTA) seeks proposals from qualified entities, either singly or through a joint venture with others, to provide fixed route (Sun Shuttle) and paratransit (Sun Shuttle Dial-a-Ride) services in Pima County. The RTA reserves the right to negotiate the structure and pricing of the services during the bidding phase of this procurement.
The selected service provider will be expected to provide high-quality transit service while using regionally integrated fare collection technology and adhering to regionally adopted customer service, fare and rider policies.
This project will be managed by the RTA in coordination with other transit providers such as Sun Tran, Sun Van, and other human service agencies in the region.
The RTA is the fiscal manager of the funds that were approved by voters in a 20-year Regional Transportation Authority plan on May 16, 2006. The RTA oversees implementation of voter-approved projects, while member jurisdictions take the lead on constructing projects within their boundaries. Due to the regional nature of the services being provided in this solicitation, the RTA will manage this contract.
Questions regarding this RFP are to be submitted to the RTA in writing by email or fax to the attention of Roy Cuaron at (520) 620-6981(fax), or by email at rcuaron@pagregion.com. Questions will be accepted until 2:00 p.m. (local time) on January 24, 2025. Proposers are encouraged to submit their questions as early as possible to allow the RTA adequate time to prepare accurate and comprehensive responses. It is the responsibility of potential candidates to monitor the web postings to ensure they have all up-to-date information on the proposal requirements.
All proposals must be received by the RTA on or before 10:00 a.m. (local time) Friday, February 28, 2025. Ten copies shall be delivered to Pima Association of Governments (PAG) 1 E. Broadway Blvd., Suite 401, Tucson, AZ 85701. Proposals will be opened at 10:00 a.m. The RTA reserves the right to disqualify any and all proposals not in accordance with the prescribed requirements of this RFP. The award of a contract for this project is anticipated to occur no later than June 1, 2025.
A complete RFP packet may be obtained below or at PAG’s office noted above.
- Sun Shuttle Fixed-Route and Sun Shuttle Dial-a-Ride RFP Scope of Work
- Addendum 1
- Appendix C – Pricing Page (Excel)
Questions
Click here to see questions and answers related to this RFP.
The complete RFP packet can be found at www.rtamobility.com under the tab Who We Are, RFP/RFQ.
With questions are due January 24, do you have an estimate for when you will have them answered?
There is no pre-proposal meeting scheduled for this RFP. Please refer to the RFP packet at www.rtamobility.com , Who We Are tab, for answers to your other question(s).
The due date for proposals to be submitted remains unchanged. All proposals must be received by the RTA on or before 10:00 a.m. (local time) Friday, February 28, 2025.
There is no standard format for submitting questions. However, questions regarding this RFP are to be submitted to the RTA in writing by email or fax to the attention of Roy Cuaron at (520) 620-6981(fax), or by email at rcuaron@pagregion.com.
The contractor can request additional compensation if there is more than a 10% increase or decrease in service hours for the current service levels within a contract year. Any changes in scope shall be documented by a written amendment executed by both parties.
Yes, the language in the RFP is correct.
a. What are these distinct Sun Shuttle Dial-a-Ride service areas?
There are 4 distinct general public dial-a-ride service areas in the region that any resident can use if they are traveling to and from a location within the service area boundary. There are 2 additional ADA paratransit dial-a-ride service areas that only ADA eligible riders can use.
a. Please see response to question related to Page 8, Section 1.3.2 directly above.
Current contract information not relevant to the new contract. New Contractor is required to build their own bus announcement plan.
Yes, the RFP language is correct.
RideCo, the incumbent.
a. If not, what additional capabilities does RTA want to see in the new contract term?
Yes, at this time.
The contractor sends the warning and suspension letters to passengers after reviewing with the RTA beforehand.
This applies to any and all current or future federal mandates such as masking on public transportation initiatives during the recent pandemic.
Refer to Addendum 1.
A performance bond is required for the duration of the contract.
a. Please also clarify that this vehicle count is sufficient to cover all Sun Shuttle and General Public Sun Shuttle Dial-a-Ride portions of the service and contractor will not need to supplement.
There will be 25 vehicles provided. There are 5 vehicles in the Appendix I table that will be disposed of in the coming months.
a. At this time, this is a sufficient amount of vehicles needed to provide service to both the fixed route and general public dial-a-ride services.
The RTA does not currently mail out brochures on a monthly basis.
RideCo.
Complaint trends are not relevant to the current RFP proposal.
a. Is the RTA or the County aware of any environmental concerns/issues related to any of the properties either currently used or formerly used that this service or any transportation service operates at or operated from?
That is the effective date of RTA’s initiation of transit services. Neither the RTA nor its vendor(s) would be responsible for any events that may arise due to actions prior to that date.
a. There are currently no known concerns or issues related to any of the current properties.
Vendors are expected to uphold appropriate staffing levels including drivers with the required training, licenses, and certifications, as appropriate to meet the service demand regardless of vehicle type.
Class C License – Large passenger vehicles and vehicles used to haul hazardous materials are covered by a Class C CDL. Class C licenses are required for vehicles that carry more than 16 passengers (including the driver).
This information is considered proprietary to the current contractor.
TripShot/Swiftly.
The RTA shall provide fuel cards to the contractor. The RFP language is correct as written.
a. Will the outgoing contractor be responsible for completing and paying for all repairs prior to the fleet transition to the new contract?
b. Will the outgoing contractor be liable to the new contractor for any and all lost revenue as a result of repairing/replacing damage to RTA’s fleet?
Yes, for RTA vehicles.
a. To be determined on a case-by-case basis.
b. No.
a. How many drivers and routes requiring driver shuttling each day?
b. Where do these shift changes occur?
Current contractor operational information is not relevant for this proposal.
Current contractor information is not relevant to new contract. Contractor must use one or more subcontractors that can accommodate all riders, even those with wheelchairs and other mobility devices. Subcontracted trips should be used on a limited basis.
Yes.
Yes.
a. Will the prior years of oil samples be provided to the new vendor for review/inspection?
Current contractor information related to vehicle maintenance is not relevant to the new contract.
Current contractor information related to vehicle maintenance is not relevant to the new contract.
Information on RTA provided vehicles will be available.
As needed, selected finalist may be asked to provide a Best and Final Offer (BaFO).
An Excel pricing spreadsheet will be provided.
Based on current economic conditions.
Only include fuel costs in the mileage rates that the RTA will not pay for directly with the provided fuel cards.
Refer to Addendum 1. RTA owned vehicles should also be included in total insurance costing for the pricing sheet.
Yes.
a. If the above is confirmed, please confirm proposals should be emailed to Roy Cuaron at rcuaron@pagregion.com.
b. If RTA will accept proposals electronically, are there any size limitations on emails received?
c. If bidders’ files are too large for the RTA to receive via email, would the RTA accept proposals via a Dropbox link or other similar method?
Refer to Addendum 1.
a. If ten copies are required, please confirm that this is one original and nine copies, for a total of ten copies submitted.
Refer to Addendum 1.
No.
Current incumbent is not relevant for RFP proposal.
This information is considered proprietary to the current contractor.
a. How many do they have in daily operation?
This information is considered proprietary to the current contractor. Please refer to 1.32.1 Vehicle Fleet Management and Dispatch.
This information is considered proprietary to the current contractor. Please refer to 1.32.1 Vehicle Fleet Management and Dispatch.
This information is considered proprietary to the current contractor.
This information is considered proprietary to the current contractor. Please refer to page 76. Contractors are expected to maintain their approved Staffing and Personnel Plan.
Please refer to page 76. Contractors are expected to maintain their approved Staffing and Personnel Plan. Please also refer to pages 112-118.
TripShot/RideCo.
Sun Tran Rider App / Sun Shuttle DAR Passenger App.
Call volume is linked to deployment of transit app for scheduling and not necessary for vendor to provide proposal.
a. If yes, please provide the address of this facility.
Yes. There should be two facilities. One in Tucson and one in Ajo.
a. Incumbent’s facility address is not relevant to the current RFP proposal.
a. How many of these drivers hold a CDL license with required endorsements.
This information is considered proprietary to the current contractor.
a. What time does the first driver report for work on a Saturday?
Please refer to pages 112-118 of the RFP Scope of Work.
Bathroom facilities are located at most start/stop fixed route points but not all.
Not relevant to this RFP.
Revenue miles are only for the distance traveled with a passenger present.
a. Copies of the current collective bargaining agreement(s)
b. Any TA agreements, side letters, or other documentation that indicates the current agreement parameters with the incumbent contractor
c. The job classifications that participate
d. Contact information for the local union representative
There are no current employees represented by a labor union.
Current contractor information is not relevant to RFP proposal.
Current contractor information is not relevant to RFP proposal.
Current contractor information is not relevant to RFP proposal.
Current list of remediation plans are not relevant to RFP proposal.
Current contractor information is not relevant to new contract.
a. What color shirts/pants are presently worn and acceptable?
b. Does the driver uniform need to display the RTA logo?
c. Can the driver uniform display the American Flag and/or contractor logo?
d. Are there any specific requirements for the driver uniform?
Current contractor information is not relevant to new contract. Please reference scope of work for additional information on required uniforms.
At this time, Diamond SV Rectangular Farebox w/2 Vaults is used.
Yes, within reason (RTA can make adjustments as necessary).
50% of all trips or more.
6 RTA owned vehicles will be located at the Ajo facility.
There are around 6-7 employees that work each day at the Ajo facility.
Local carwash in Ajo.
Mechanic from Tucson travels to Ajo for repairs or vehicle is towed in for repairs.
a. If yes, does this occur every day?
Mechanics are sent to Ajo when needed. The goal is to have 1 full time mechanic based in Ajo.
The RTA intends to keep the existing pricing structure for all of the proposed services.
City is already broken out (ADA DAR – Tucson) (Green Valley DAR – Green Valley/Sahuarita) (Ajo DAR – Ajo) (Marana DAR – Marana).
Please reference Appendix I for additional vehicle information. 25 cutaways will be provided. 5 of the oldest vehicles in this list will be removed to be disposed of. 4 of the remaining oldest vehicles will be replaced in the coming months.
Challenge 1: Contractor consistently meeting On-Time Performance and other KPI standards for fixed route services and paratransit services in a service area that is larger than most cities.
Challenge 2: Contractor being able to effectively operate the transit services based in Ajo, AZ.
Challenge 3: Ensuring that there is a clear, consistent, and timely line of communication between the RTA and the contractor for any and all events that impact the quality of service being provided to the region, and that the contractor is fully aware of all aspects of the agreed upon contract/Scope of Work that they will be held accountable for by the RTA.
The RTA’s goal for this upcoming contract is to hire a contractor that will provide all Sun Shuttle riders with the safest and most reliable and efficient transit service possible. There also needs to be a great working relationship with the RTA on the day-to-day operations of service to ensure that all performance standards are being met and the community is happy with the quality of service being provided.
The RTA would like to continue to provide the safest, and most reliable fixed route and paratransit service possible to the residents of Pima County. The goal is to hone in and perfect the existing transit services being provided, and then begin thinking of ways in which Sun Shuttle’s transit services can be further enhanced. This will require consistent collaboration with the hired contractor.
a. If this is a contractor responsibility, what are the responsibilities involved with this task?
The City of Tucson ADA eligibility office determines eligibility for paratransit services and communicates that list of eligible passengers with the contractor. It is not the contractor’s responsibility.
Information on the current contract is not relevant to the new contract included in the RFP packet.
a. Are option years included in the scoring as well?
The RTA will be evaluating and scoring based on the full 3-year contract term costs.
a. The two optional extension years should not be included in the pricing and will not be included in the scoring.
The RTA expects the contractor to meet all local, state and federal laws, rules, and regulations that impact their staff’s wages and benefits, while also being competitive with the public transit agencies in Pima County that provide comparable services. The RTA is willing to negotiate potential compensation wage increases if necessary.
Current contractor information is not relevant to new contract.
Current contractor information is not relevant to new contract.
The RTA will ensure that all RTA provided vehicles are within the proper working conditions described in the scope of work. If any RTA owned vehicles are shown to be unsafe or out of working condition, the RTA will work on replacing those vehicles as soon as possible.
a. Make/Model
b. Engine type
c. Fuel type
d. Current odometer reading
e. Seating capacity
f. Average miles per year
The RTA provided vehicles are referenced in Appendix I, these will be all the vehicles provided to the new contractor.
a. If yes, how many and what type?
The RTA will provide all RTA owned vehicles to the incoming contractor on day 1 of the new contract.
Information on RTA provided vehicles will be provided before start of new contract if needed. Any maintenance issues will be fully resolved before vehicles are transferred.
The RTA waives all liquidated damages and performance disincentives for the first month of operation. All liquidated damages and performance disincentives will begin day 1 of the 2nd month of service.
There are typically 14 fixed route vehicles in service and 43 paratransit vehicles in service during peak hours of operation during the work week. There are usually 3-4 fixed route vehicles on Saturdays and 8-11 paratransit vehicles on Saturdays and Sundays.
Yes, separate start-up costs must be shown as part of fixed costs.
a. Call volume (broken out by language)
b. Average speed to answer
c. Average handle time
The average speed to answer is considered proprietary information of the current contractor.
b/c. Average speed and handle time is considered the proprietary information of the current contractor.
This is a new RFP, and the previous contracts are not relevant.
This is a new RFP, and the previous contracts are not relevant.
This is a new RFP, and the previous invoices or management reports are not relevant.
Past contractor information is not relevant to new contract.
This is a new RFP, and the previous contracts are not relevant. A transfer process of employees will be possible before new contract start date.
This is a new RFP, and the previous contracts are not relevant.
At the regional level, there are some challenges hiring and retaining drivers, but there are always willing driver applicants if the wages, benefits, and work environment are sufficient.
a. What is the average level of complaints per 1,000 boardings per year for each of the past three years?
Past contractor information is not relevant to new contract.
a. What is the average on time performance per year for each of the three past years?
Past contractor information is not relevant to new contract.
Past contractor information is not relevant to new contract.
Vendors can propose what they believe is equitable for CDL drivers and support staff positions.
No. Time is of the essence and the selection process must proceed.
a. If yes, this only allows for a 30-day implementation period, which is difficult if the selected vendor must secure vehicles and one or more facilities. Will the RTA please consider extending the implementation period to 60 or 90 days to allow enough time to secure all needed vehicles and facility(ies) and to ensure a smooth transition with minimal disruption to the services and customers?
Yes. This is correct.
a. Not at this time. However, the RTA reserves the right to adjust implementation period to ensure seamless transition if warranted at a later time.
Information not available.
At this time, there should be approximately 60 drivers to meet demand for paratransit service, and approximately 29 drivers for fixed route service. However, this may vary depending on the efficiency of the contractor’s operations.
a. If so, who do they partner with and for what purposes?
b. What is the incumbent’s percentage of participation with DBEs?
Please refer to page 167. DBE Goal: The Department has not established contract goals for DBE participation in this contract. Please refer to page 168. Proposers may obtain additional information at the AZ UTRACS website or by contacting BECO. Please also refer to page 74, Section 1.30 REQUIRED DISADVANTAGED BUSINESS ENTERPRISES CONTRACT CLAUSES and Appendix O.
Information available in RFP. RFP Language is correct as written.
Information available in RFP. RFP Language is correct as written.
The current drivers/employees are not part of a labor union.
Please reference Appendix I in the RFP Packet to view all RTA provided vehicles. 25 cutaways will be provided. Five (5) of the oldest vehicles in this list will be removed to be disposed of. Four (4) of the remaining oldest vehicles will be replaced in the coming months.
There will be 25 cutaways provided to the contractor to be used for all non-paratransit service.
The base period of the contract is 3 years that begins July 1, 2025, and ends June 30, 2028.
The current contractor’s organizational chart and staffing plan are not relevant to this RFP proposal.
Appropriate staffing levels for both fixed route and paratransit and a method for providing emergency or back-up drivers are determined by the incumbent and outlined in their staffing plan.
The performance bond is the only bond required to be submitted with this proposal.
General Manager, Operations Manager, Maintenance Manager, Safety and Training Manager, and Call Center Manager.
TripShot/Swiftly.
RideCo.
No fares are being collected from any of the RTA’s services at this time. There is no planned date for the reimplementation of fares at this time. RTA will work with the contractor on vendors/equipment if fares are scheduled to be reinstated again.
There is no specific format for any provided run cuts.
It is required to integrate directly.
No fares are being collected from any of the RTA’s services at this time. There is no planned date for the reimplementation of fares at this time. Contractor can work with the vendor on vendors/equipment if fares are scheduled to be reinstated again.
Passenger-facing camera systems are one example of a video camera system for use on the vehicles for the purpose fo montitoring safety.
Yes. Startup costs would be part of fixed rate cost pricing over the term of the contract.
Fixed Route revenue miles are all miles driven that exclude the distance from the yard to the first stop and the last stop back to the yard. Dial-a-Ride revenue miles are all miles driven where a passenger is being transported to or from a destination. Miles incurred while driving longer routes or while not transporting customers will not be reimbursed.
This is a new RFP and sample contract has already been provided.
This is a new RFP and previous invoices are not relevant for this RFP.
Prior Contract information not relevant to new contract.
Information regarding current contractor is not relevant to new contract.
Information regarding current contractor is not relevant to new contract.
RTA is not a direct recipient of federal funds for services identified in this RFP.
There are typically 14 fixed route vehicles in service and 43 paratransit vehicles in service during peak hours of operation during the work week. There are usually 3-4 fixed route vehicles on Saturdays and 8-11 paratransit vehicles on Saturdays and Sundays.
Pick Up Longitude
Pick Up Latitude
Pick Up Address or Location
Drop Off Longitude
Drop Off Latitude
Drop Off Address or Location
Distance of the Trip
Scheduled Time
Pickup Time
Requested Dropoff Time
Personal Care Assistant
Mobility Aid / Equipment (Space Type)
Capacity Types
Total Number of persons on board
Cancelled Trips
Performed Trips
Cancellation Types
Information regarding current contractor that is not relevant to new contract.
The RTA provided vehicles are referenced in Appendix I, these will be all the vehicles provided to the new contractor. Five (5) of the oldest vehicles in this list will be disposed of in the coming months.
Prior contract information is not relevant to new contract.
RTA provided vehicles will be made available on day one (1) of the new contract date.
One year values available in RFP Tables.
Available in RFP Tables by monthly values.
There are typically 14 fixed route vehicles in service and 43 paratransit vehicles in service during peak hours of operation during the work week. There are usually 3-4 fixed route vehicles on Saturdays and 8-11 paratransit vehicles on Saturdays and Sundays.
Current contractor finance information is not relevant to the new contract.
The RTA will need to approve the logo on all revenue vehicles.
If federal, state or local regulations change directly to affect submitted pricing, RTA will negotiate with service provider to adjust contract compensation as necessary.
Current contractor information is not relevant to new contract.
Current contractor information is not relevant to new contract.
The City of Tucson’s ADA Paratransit Eligibility Office determines the ADA Paratransit Eligibility for riders and is not the responsibility of the contractor.
Billing is on a per mile basis only for mileage logged for completing a trip with a passenger onboard.
Runcut details referenced in the provided question are not relevant to this RFP proposal.
The RTA may permit interline deadheading if this option clearly demonstrates improved efficiency and service costs.
Please refer to page 167. DBE Goal: The Department has not established contract goals for DBE participation in this contract. Please refer to page 168. Proposers may obtain additional information at the AZ UTRACS website or by contacting BECO. Please also refer to page 74, Section 1.30 REQUIRED DISADVANTAGED BUSINESS ENTERPRISES CONTRACT CLAUSES and Appendix O.
Please refer to pages 45-47. Section 1.12.17 Telecommunication, Computer and Software Requirements.
Refer to Addendum 1.
No. Documented force majeure events, inclement weather and/or detours will not be assessed against the OTP standards.
No.
Yes.
Dial-a-Ride revenue service is only for miles where a passenger is being transported. Riders are given a warning notice if 8% of their trips are no-show. They will be provided with a 30-day suspension letter when they reach 10% no show trips.
An inspection of RTA-owned vehicles can be coordinated if needed.
This information is considered proprietary to the current contractor.
The RTA is responsible for replacing RTA owned vehicles when needed, but all repairs are the responsibility of the contractor.
Current contractor information not relevant to new contract.
The RTA’s goal for this upcoming contract is to hire a contractor that will provide all Sun Shuttle riders with the safest and most reliable and efficient transit service possible. There also needs to be a great working relationship with the RTA on the day-to-day operations of service to ensure that all performance standards are being met and the community is happy with the quality of service being provided. Additionally the RTA would like the contractor to consistently meet On-Time Performance (OTP) and other KPI standards for fixed route services and paratransit service in a service area that is larger than most cities, be able to effectively operate the transit services based in Ajo, AZ, ensure that there is a clear, consistent, and timely line of communication between the RTA and the contractor for any and all events that impact the quality of service being provided to the region, and that the contractor is fully aware of all aspects of the agreed upon contract/Scope of Work that they will be held accountable for by the RTA.
Current contractor information not relevant to new contract.
Current contractor information not relevant to new contract.
Current contractor information not relevant to new contract.
Refer to Addendum 1.
There will be 25 RTA provided vehicles for non-paratransit service.
This is only for RTA provided vehicles. Paratransit vehicles do not need bike racks.
Information related to the current contract is not relevant for this RFP proposal.
Unknown at this time.
Unknown at this time.
The initial term of the proposed contract is for 3 years with the possibility of two optional extension years that will be negotiated on an annual basis. These optional years need to be mutually agreed upon by both parties.
Funding is determined annually based on the RTA fiscal year budget that covers expenses July 1-June 30. Contract year is defined in contract document. Example contract included in SOW is an example only. Yes, RTA can terminate contract with due notice.
There may be a gradual uptick in paratransit ridership in the coming years. Fixed route services should largely remain the same, with the possibility of moderate route and schedule adjustments.
There needs to be mutual collaboration and agreement between the RTA and the contractor before any service changes are made to either fixed route or dial-a-ride service. The RTA is willing to work with the contractor on modifying service if it improves efficiency and benefits riders.
These terms are accurate. Pricing for this proposal should only be for the first 3 years of the contract. Pricing will be negotiated on an annual basis for the two extension years at a later date.
Pricing should be provided for the initial 3-year term of the contract.
Option years should not be included in proposal.
Yes. RTA will provide an excel document of the pricing sheet.
The RTA operates its programs without regard to race, color and national origin in compliance with Title VI of the Civil Rights Act. We invite you to complete our voluntary self-identification survey (English/Spanish). If you need translation assistance, please call (520) 792-1093 and ask for Zonia Kelley. Si necessita ayuda con traducción, llame por favor al (520) 792-1093 y comuníquese con Zonia Kelley.